Council Committees

The Governance Structure is developed in accordance with the provisions and requirements of the Local Government Act 2002. This page sets out the Terms of Reference for the committees of Kaipara District Council.

For individual committees of the Kaipara District Council, click on a committee below. 


Audit, Risk and Finance Committee

Reports to: Kaipara District Council

Chair: Vacant (external appointee)

Deputy Chair: Councillor Peter Wethey 

Membership: Deputy Mayor Anna Curnow, Councillor Jonathan Larsen, Councillor David Wills and Councillor Eryn Wilson-Collins

Meeting frequency: Quarterly

Quorum: Three

Terms of Reference

Purpose

  • To oversee risk management and internal controls, audit functions, financial and other external corporate reporting, and compliance with legislation
  • To monitor Council’s financial performance against the Long Term Plan and Annual Plan.

Responsibilities

Audit

  • Agree on audit scope with management
  • Input into audit scope to the external auditor
  • Consider the audit management letter and take appropriate actions

Risk

  • Ensure a comprehensive risk management framework is in place and operates effectively
  • Identify and monitor risks associated with legislative and policy compliance
  • Review effectiveness of risk management and internal control systems

Finance

  • Review and recommend financial strategies and policies to Council
  • Monitor Council’s financial performance and recommend actions
  • Monitor operating and capital expenditure programme
  • Recommending the Annual Report financials to Council.

Delegations

  • Make recommendations to Council
  • All necessary powers to meet its responsibilities.


Awards and Grants Committee

Reports to: Kaipara District Council

Chair: Councillor Peter Wethey

Membership:Councillor Victoria del la Varis-Woodcock, Councillor Karen Joyce-Paki and Councillor Mark Vincent (To be rotated in 2021 to: Deputy Mayor Anna Curnow, Councillor Jonathan Larsen, Councillor David Wills and Councillor Eryn Wilson-Collins)

Meeting frequency: As required by Council policy

Quorum: Three

Terms of Reference

Purpose

To allocate awards and grants in accordance with Council policy and legislation.

Responsibilities

  • Assess nominations and applications according to Council policy
  • Allocate awards and grants according to Council policy
  • Monitor grants expenditure, Contracts for Service and Licenses to Occupy for compliance with Council policy, and report any concerns to Council
  • Review and recommend awards and grants policies to Council.

Delegations

  • Allocate awards and grants according to Council policy
  • Make recommendations to Council on awards and grants policies.

Membership Rotation

At the mid-point of the funding schedule for 2021 (middle year of the triennium), membership will rotate to the other ward councillor. The intention is for both sets of members to sit on roughly even numbers of grant and allocation meetings. The rotation date will depend on the adoption of the meeting calendar for the triennium, and the date will be decided as part of that process.


District Licensing Committee

Reports to: Kaipara District Council

Chair: Mark Farnsworth

Membership: Gordon Lambeth and Councillor Mark Vincent

Meeting frequency: As required

Quorum: Uncontested applications can be considered by the Chair alone. Where applications require a full hearing, three members are required for quorum.

Terms of Reference

Purpose

To administer Council’s alcohol licensing framework as determined by the Sale and Supply of Alcohol Act 2012.

Responsibilities

  • Consider and determine applications for:
    • Licences and Manager’s certificates
    • Temporary authority to carry out the sale and supply of alcohol
    • Variation, suspension or cancellation of licences
  • Provide annual reports to Kaipara District Council and the Alcohol Regulatory and Licensing Authority on its functions as prescribed by legislation.

Delegations

Make decisions on applications and renewals according to the Sale and Supply of Alcohol Act 2012.

Membership review

List members are appointed by the Chief Executive on the recommendation of Kaipara District Council. The current appointees’ terms expire in 2020. Other members can be appointed to the list at any time in accordance with the Act.

Remuneration

External members will be remuneration in accordance with s195 of the Sale and Supply of Alcohol Act 2012.


Externally funded projects Committee

Reports to: Kaipara District Council

Chair: Mayor Jason Smith

Membership: All elected members (Committee of the Whole)

Meeting frequency: Monthly (or as necessary)

Quorum: Five

Purpose

This committee oversees, monitors and makes decisions regarding Council special projects (projects not included in the Long-Term Plan) that are externally funded (projects funded by external funding, not by ratepayers’ funds) on behalf of the community.

Responsibilities

  • To provide governance, financial oversight and decision-making over the overall management and performance of projects that are funded externally
  • To assess any recommendations from projects and the operational steering group and make decisions as appropriate.

Delegations

    • All powers necessary to perform the committee’s responsibilities
    • To make decisions on behalf of Kaipara District Council regarding externally funded projects
    • For clarity, the Committee does not have:
      • The power to establish subcommittees
      • Powers the Council cannot delegate
      • Powers that are contrary to the funding agencies’ agreements with Council

Harding Park Committee

Reports to: Kaipara District Council

Chair: Rex Nathan (Te Uri o Hau representative)

Membership: Te Uri o Hau representatives Georgina Connelly and Willie Wright

Council representatives Robert Harding, Councillor Karen Joyce-Paki and Councillor Peter Wethey

Meeting frequency: Three times a year

Quorum: Three, with at least one member to be an elected member

Terms of Reference

Purpose

To work alongside the Pou Tu Te Rangi Joint Management Committee (as established by Te Uri o Hau Claims Settlement Act 2002 to govern the Pou Tu Te Rangi pā site) to govern the Harding Park and Old Mount Wesley Cemetery Reserve areas.

Responsibilities

        • Implement the Reserve Management Plan, and initiate a review of the Plan when appropriate (at least every 10 years)
        • Provide input into the Annual Plan and Long Term Plan processes
        • Provide input into policies, bylaws or other regulatory tools for the Reserve
        • Advise on the financial governance of the Reserve
        • Advise on agreements with external organisations for the use of the Reserve, including all leases and Licences to Occupy
        • Advise on external funding sources and applications for the enhancement of the Reserve
        • Monitor statutory compliance and report any issues to Council
        • Monitor the Reserve’s natural environment and report any issues to Council
        • Meet as a combined committee with the Pou Tu Te Rangi Joint Management Committee.

Delegations

        • Approve the annual works programmes within the allocated budgets in the Annual Plan or Long Term Plan
        • Make recommendations to Council.

Membership

        • The membership of the Harding Park Committee will be the same as the members of the Pou Tu Te Rangi Joint Management Committee. That is, three members nominated by Te Uri o Hau Settlement Trust and three nominated by Kaipara District Council, of which two must be Councillors, and appointed by the Minister of Conservation.
        • The Chair of the Harding Park Committee will be the same as the Chair of the Pou Tu Te Rangi Joint Management Committee and must be one of the Te Uri o Hau representatives.
        • Membership will be reviewed after each triennial local body elections.

Joint Climate Change Adaptation Committee

Administrative Authority: Northland Regional Council (Committee established August 2020)

KDC Representatives: Mayor Jason Smith(primary), Councillor Eryn Wilson-Collins (alternate)

Meeting frequency:Two times per year minimum

Quorum:at least 50%

Background

Climate change poses significant risks to the environment and people of Te Taitokerau -local government has responsibilities in reducing the impact of climate change (adaptation). It is essential that councils, communities and iwi / hapū work collaboratively to ensure an effective, efficient and equitable response to the impacts of climate change. Work on adaptation has already started between council staff with the formation of the joint staff working group Climate Adaptation Te Taitokerau and the development of a Climate Change Adaptation Strategy for Taitokerau. The formation of a joint standing committee of the Far North, Kaipara and Whangarei district councils and Northland Regional Council elected council members and iwi / hapū is fundamental to ensuring these outcomes are achieved in a coordinated and collaborative way across Te Taitokerau.

Role and Responsibilities

  1. Provide direction and oversight of the development and implementation of climate change adaptation activities by local government in Te Taitokerau
  2. Receive advice and provide direction and support to Climate Adaptation Te Taitokerau 
  3. Make recommendations to member councils to ensure a consistent regional approach is adopted to climate change adaptation activities
  4. Act collectively as an advocate for climate change adaptation generally and within the individual bodies represented on the Committee
  5. Ensure the bodies represented on the Committee are adequately informed of adaptation activity in Te Taitokerau and the rationale for these activities
  6. Ensure the importance of and the rationale for climate change adaptation is communicated consistently within Te Taitokerau
  7. Receive progress reports from Climate Adaptation Te Taitokerau

Membership

The Joint Climate Change Adaptation Committee (the committee) is a standing committee made up of elected members from the Far North, Kaipara and Whangarei district councils, the Northland Regional Council and representatives from Northland hapū and iwi.
The committee shall have eight members as follows:
One elected member from:

  • Kaipara District Council
  • Far North District Council
  • Whangarei District Council
  • Northland Regional Council

Iwi / hapū members: One representative from iwi / hapū nominated by each council from within their jurisdiction. Where possible, this nomination should follow recommendations from council Māori advisory groups or committees. Each council shall also nominate one alternative elected member and one alternative iwi / hapū member who will have full speaking and voting rights when formally acting as the alternate.

Status

The Committee is a joint standing committee of council as provided for under Clause 30(1)(b) of Schedule 7 of the Local Government Act 2002 and shall operate in accordance with the provisions of Clause 30A of that Act. The committee is an advisory body only and has no powers under the Local Government Act 2002 (or any other Act) other than those delegated by decision of all member councils. The joint standing committee shall operate under Northland Regional Council Standing Orders.

Committee Chair and deputy Chair

The Chair and Deputy Chair is to be elected from members at the first meeting of the committee

Quorum

At least 50% of members shall be present to form a quorum. Meetings The Committee shall meet a minimum of two times per annum.

Service of meetings

The Northland Regional Council will provide secretarial and administrative support to the joint committee. Draft agendas are to be prepared by Climate Adaptation Te Taitokerau and approved by the Chair of the Committee prior to the Committee meeting.

Remuneration

Remuneration and / or reimbursement for costs incurred by council members is the responsibility of each council. Respective iwi / hapū representatives will be remunerated and reimbursed by the nominating council in accordance with the non-elected members remuneration policy of that council.

Amendments

Any amendment to the Terms of Reference or other arrangements of the Committee shall be subject to approval by all member councils.


Kaipara Horizons Committee

Disestablished  by Mayor 02 October 2020


Mangawhai Community Park Governance Committee

Reports to: Kaipara District Council

Chair: Deputy Mayor Anna Curnow

Membership: Councillor del la Varis-Woodcock, Councillor Jonathan Larsen, Councillor Eryn Wilson-Collins, Maurice Langdon (community representative), Chair of the Friends of Mangawhai Community Park, and one Te Uri o Hau representative

Meeting frequency: Three times a year

Quorum: Four, with at least one member to be an elected member.

Terms of Reference

Purpose

To govern Mangawhai Community Park in accordance with the Mangawhai Community Park Master Plan.

Responsibilities

        • Implement the Mangawhai Community Park Master Plan, and initiate a review of the Plan when appropriate (at least every 10 years)
        • Provide input into the Annual Plan and Long Term Plan processes
        • Provide input into policies, bylaws or other regulatory tools for the Park
        • Advise on the financial governance of the Park
        • Advise on agreements with external organisations for the use of the Park, including all leases and Licences to Occupy
        • Advise on external funding sources and applications for the enhancement of the Park
        • Monitor statutory compliance and report any issues to Council
        • Monitor the Park’s natural environment and report any issues to Council.

Delegations

        • Approve the annual works programmes within the allocated budgets in the Annual Plan or Long Term Plan
        • Make recommendations to Council.

Membership

Four elected members, one community representative, Chair of Friends of Mangawhai Community Park and one Te Uri o Hau representative.



Raupo Drainage Committee

Reports to: Kaipara District Council

Chair: Ian Beattie

Membership: Deputy Mayor Anna Curnow, David Hart, Greg Gent, Grace Le Gros, Brian Madsen, Ross McKinley and Councillor David Wills

Meeting frequency: Three times a year

Quorum: Four, with at least one member to be an elected member

Terms of Reference

Raupo Drainage Committee was established under the 1989 Reorganisation Order to govern the Raupo Drainage District. It is a co‑governance committee between Council and ratepayers within that District.

Purpose

To govern the drainage, stopbanks and flood protection in the Raupo Drainage District.

Responsibilities

        • Provide input into the Annual Plan and Long Term Plan processes
        • Provide input into the Asset Management Plan
        • Provide input into policies, bylaws or other regulatory tools for the Reserve
        • Advise on the financial governance of the Drainage District
        • Advise on agreements with external organisations for the use of the Drainage District’s lands, including all leases and Licences to Occupy
        • Monitor statutory compliance and report any issues to Council
        • Monitor the Drainage District’s environment (in regards to waters and drainage) and report any issues to Council
        • Act as a contact point for land drainage issues to Drainage District ratepayers and residents and report any issues to Council.

Delegations

        • Set the annual works programmes within the allocated budgets in the Annual Plan or Long Term Plan
        • Make recommendations to Council.

Membership review

        • Ratepayer representatives are elected prior to each triennial local body election
        • If a vacancy occurs in the ratepayer representatives then the Committee can appoint an eligible ratepayer for the rest of the term.


Remuneration and Development Committee

Reports to: Kaipara District Council

Chair: Mayor Jason Smith

Membership: Deputy Mayor Anna Curnow, Councillor Peter Wethey, Councillor David Wills and Councillor Eryn Wilson-Collins

Meeting frequency: Quarterly

Quorum: Three

Terms of Reference

Purpose

To oversee the Chief Executive’s performance and to make recommendations on elected member training and development.

Responsibilities

        • Agree with the Chief Executive the annual performance objectives
        • Conduct the performance review required in the Chief Executive’s employment agreement
        • Represent Council in regard to any issues which may arise in respect to the Chief Executive’s job description, performance objectives or other matters
        • Oversee any recruitment and selection process for a Chief Executive and make recommendations to Council
        • Oversee any development needs for Councillors and agree annual training plans to achieve these.

Delegations

        • Make recommendations to Council
        • Request expert advice to assist in any matters under consideration within allocated budget in the Annual Plan and Long Term Plan
        • Determine training and development needs for elected members within allocated budget in the Annual Plan and Long Term Plan.


Taharoa Domain Governance Committee

Reports to: Kaipara District Council

Chair: Jonathan Larsen (to be rotated at the first meeting following 01 July 2020)

Membership: Councillor Karen Joyce-Paki, one Te Roroa representative and one Te Kuihi representative

Meeting frequency: Three times a year

Quorum: Two, with at least one member to be an elected member

Terms of Reference

Purpose

To govern Taharoa Domain in accordance with the Kai Iwi Lakes (Taharoa Domain) Reserve Management Plan (RMP) and any legislative framework.

Responsibilities

        • Implement the Reserve Management Plan, and initiate a review of the Plan when appropriate (at least every 10 years)
        • Provide input into the Annual Plan and Long Term Plan processes
        • Provide input into policies and bylaws or other regulatory tools for the Reserve
        • Advise on the financial governance of the Reserve
        • Advise on agreements with external organisations for the use of the Reserve, including all leases and Licences to Occupy
        • Advise on external funding sources and applications for the enhancement of the Park
        • Monitor statutory compliance and report any issues to Council
        • Monitor the Reserve’s natural environment and report any issues to Council.

Delegations

        • Approve the annual works programmes within the allocated budgets in the Annual Plan or Long Term Plan
        • Make recommendations to Council.

Membership

Two elected members, one Te Roroa representative and one Te Kuihi representative.

Chair

The Chair will rotate between the elected member appointed by the Mayor and iwi representative to be elected at the first meeting following 01 July each year.